Manager, University Planning and Leasing

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Job Summary

Reporting to the Director, Campus Planning and Real Estate (Director), the Manager, University Planning and Leasing (Manager) is responsible for supporting the long-term planning of land use and the built environment at Queen’s University through the maintenance of the long-range campus master plan. With a commitment to equity, diversity, and inclusivity, and working in conjunction with the Director, the Manager ensures that new development and changes to the built environment align with the principles and goals of the Campus Master Plan, and that campus planning is conducted through an integrated approach that ensures the long-term sustainability and management of the university’s architectural, environmental, cultural, space and land resources. The Manager is also responsible for the management and oversight of the university’s leasing portfolio.

Job Description

KEY RESPONSIBILITIES:

Campus Master Plan
• In support of the Director, conducts studies, analyzes data, and makes recommendations on all aspects of campus urban design including the siting and massing of new facilities, and other aspects of the public realm to ensure alignment with the campus master plan and the strategic objectives of the university.
• Ensures the university maintains a responsive and comprehensive development strategy by coordinating and contributing to the regular review, revision and updating of the Campus Master Plan which provides a policy framework for campus development and design guidelines for space and facilities on the university campus.
• Reviews development proposals to ensure alignment with the university’s Campus Master Plan and Strategic Framework and compliance with the major capital approvals process as required.
• Assesses the campus planning impact of stakeholder plans and initiatives. Develops proactive planning and development strategies to support these projects that are consistent with the objectives of the Campus Master Plan.
• Prepares reports for and delivers presentations to the Campus Master Plan Advisory Committee.
• Provides expert advice and guidance on zoning by-laws, heritage designations and other applicable by-laws including any proposed modifications or amendments.

Leasing
• Assists in the creation of the leasing strategy for the institution.
• Participates in the development, verification and maintenance of the computerized real estate management system database (including the function of spaces, occupants, room numbers, etc.) in order to keep the information up to date in support of analyses and reports required by the University.
• Responsible for maintaining a comprehensive leasing database that includes all university leases (greater than 175 legal agreements), both as landlord and tenant.
• Maintains and updates a record of all properties owned by the university.
• Responsible for identifying off campus space to meet stakeholder needs in Kingston and outside communities.
• Works with real estate brokers, realtors and property managers in each community to access current real estate/property information.
• Builds and sustains strong relationships with tenants and landlords. Actively seeks, listens and responds to client feedback to ensure alignment of their needs to the university’s goals. Assists the Manager, Campus Accessibility and Space Planning, when analyzing options to meet the needs of the teaching, research and programs undertaken by faculties and shared services.
• Coordinates with brokers and/or negotiates leases, licenses and service agreements as required to meet the needs of the university’s off campus space needs. Recommends lease type for each accommodation solution that meets client needs. Negotiates all terms and conditions including tenant improvements. Successfully moves all agreements from negotiation through to execution abiding by the university’s policies and procedures related to Leasing of Real Property.
• Negotiates deal terms and follows up on the execution of final documentation. This includes writing and/or reviewing and interpreting leases, developing business cases, and establishing links with Legal Services and the Office of Risk and Safety Services.
• Ensures compliance with the university’s delegated authorities’ policy for the execution of leases.
• Responsible for the monitoring of all leases, including client notification of upcoming ‘trigger’ dates in leases, renegotiating renewals and other matters as required.
• Uses or creates standard forms to prepare Letters of Intent, Offer to Lease and Lease Renewals, Service Level Agreements and Operating Agreements, and Leases and Licenses, and assists in the continuous improvement of these forms.
• Investigates and resolves Landlord disputes, leasing issues and site-specific property management issues.

Client Support
• Provides expert guidance, technical assistance, and consulting services to internal university clients and other stakeholders on a wide variety of campus planning issues.
• Provides advice in municipal development approvals processes and liaises with relevant local government authorities on any decisions that will impact the campus from a master planning perspective.

People Management
• Plans, prioritizes and manages the work of employees, providing strategic and tactical advice, guidance and coaching. Identifies the need for staff resources, participates on staffing committees, and makes effective recommendations regarding employee selection.
• Manages performance by establishing performance standards, reviewing and evaluating performance and conducting formal performance reviews on an ongoing basis.
• Assesses staff training and development needs, and ensures that employees receive training required to improve and sustain successful performance.
• Investigates, addresses and resolves employee/labour relations issues, including disciplinary matters. Makes decisions or effective recommendations on matters involving possible discipline, discharge and probationary termination.

REQUIRED QUALIFICATIONS:
• Graduate degree in urban planning or other closely related field.
• Full or provisional membership in good standing in the Canadian Institute of Planners (CIP) or the Ontario Professional Planners Institute (OPPI).
• Minimum 5 years direct experience in urban, campus or land use planning, and leasing, preferably in higher education or institutional setting.
• Consideration may be given to an equivalent combination of education and experience.

SPECIAL SKILLS:
• Broad and in-depth knowledge and understanding of urban planning and/or campus planning and development principles.
• Understanding of real estate and leasing.
• Ability to perform scenario planning for short and long-term space requirements, and conceptualize users’ needs.
• Advanced knowledge of legislation and regulations related to planning and building, including the Planning Act, the Provincial Policy Statement, the relevant Official Plan and zoning By-Laws, and the ability to apply them to proposed plans and development proposals.
• Experience in planning of major projects including demonstrated ability to effectively manage several projects, with multiple clients and competing priorities.
• Familiarity with costing and budgeting principles and processes related to leasing.
• Exceptional judgement and decision making ability, as well as superior strategic problem solving and analytical skills in order to analyze scenarios, draw conclusions and make recommendations regarding planning and or leasing strategies.
• Strong interpersonal skills and demonstrated ability to effectively interact with others, participate in meetings, elicit user requirements, negotiate with diverse groups, work with stakeholders on projects, and influence others.
• Excellent oral, written and graphic communication and presentation skills.
• Familiarity working with computer leasing systems/modules or other similar software an asset.
• Strong organizational skills to meet the competing requirements of diverse clients and multiple concurrent projects effectively and efficiently.
• Creative problem-solving skills to gather relevant information to solve non-routine problems.
• Role models continual learning on the topics of Indigenization, Equity, Diversity, Inclusion, Accessibility and Anti-Racism (I-EDIAA).

DECISION MAKING:
• Takes equity and inclusivity into consideration when completing day to day tasks and decisions.
• Exercises judgment on when to involve the Director on issues that require decisions, or to make decisions, formulate strategies and take independent action.
• Makes decisions on appropriate structure and processes to follow in the development of strategies and plans.
• Evaluates and provides expert advice on space change proposed by others, planning proposals with respect to compliance with university policies and guidelines, and applicable legislation.
• Manages own work priorities, manages performance of casual workers and students, consultants and contractors, and coordinates with others to meet project requirements.
• Exercises appropriate judgement in applying project planning and research skills, organizing and setting priorities for work assignments and selecting work methodology for projects and assignments.
• In consultation with relevant stakeholders, considers relative costs and benefits of potential recommendations to assist clients in choosing the most appropriate solution.
• Identifies concerns and reviews related information to develop options and recommend solutions. Ensures appropriate background information is secured and provided.
• Evaluates job candidates and makes effective recommendations on suitable hires.
• Makes decisions and/or effective recommendations regarding transfers and promotions.
• Evaluates employee performance and decides on appropriate training or coaching to address lack of proficiency in carrying out responsibilities, or remedial action for staff disciplinary situations.
• Assesses investigation outcome of grievances and makes effective recommendations on appropriate course of action or next steps on grievances.
• Makes effective recommendations on level of discipline up to discharge and probationary termination.

Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queen's is strongly committed to employment equity, diversity, and inclusion in the workplace and encourages applications from Black, racialized persons, Indigenous people, women, persons with disabilities, and 2SLGBTQI+ persons. In accordance with Canadian Immigration requirements, priority will be given to those who are legally eligible to work in Canada.

The University provides support in its recruitment processes to all applicants who require accommodation due to a protected ground under the Ontario Human Rights Code, including those with disabilities.